An independent family practice seeing about 140 patients a day was losing 95 appointments a month, even with staff spending five hours a day on reminder calls. Three months after switching to automated voice and text reminders from Apptoto, no-shows fell 42%, and the call list disappeared.
Results
42%
Fewer patients no-showing
Within 3 months
25 hrs
Staff time saved per week
Was 5 hrs/day on calls
~40
Fewer missed visits per month
95 → ~55
~480
Visits recovered per year
40 × 12
About Broomfield Family Practice
Broomfield Family Practice is an independent family medicine practice in Broomfield, Colorado, caring for patients from birth through end-of-life care. The practice prioritizes personal medical care and customer service for individuals and families of all ages, and sees roughly 140 patients a day.
The challenge: five hours of calls a day, 95 no-shows a month
- 95 missed appointments every month. Delayed care for the patient, an idle provider for the practice.
- Five hours a day of manual reminder calls. Front-desk staff worked the phone list by hand, and the no-shows kept coming anyway.
- A NextGen EHR that had to stay the system of record. Any reminder tool had to work alongside it and be HIPAA compliant.
Why Apptoto? A dentist’s recommendation and four boxes checked
One of the practitioners heard about Apptoto from their own dentist. A demo showed the practice manager it was affordable and simple enough for the front desk to run, and it met the four requirements the practice had set.
Voice, text, and email
Reminders go out on whichever channel the patient prefers, at intervals the practice sets.
HIPAA compliant
Patient information stays protected when reminders connect to the scheduling system.
Custom reminder sequence
The practice chose two voice calls and one text per appointment.
Works with NextGen
Appointments flow from NextGen EHR into Apptoto. Why Apptoto? A dentist’s recommendation and four boxes checked
The reminder setup: two calls and a text, sent automatically
Voice reminder 1
Voice reminder 2
Text Reminder
Patient can click a link or press keys to respond
Appointment
Confirmations show in Apptoto
“Our patients like it. Our practitioners like it. Apptoto is an essential tool. I wouldn’t change a thing.”
Traci Humphreys, Practice Manager, Broomfield Family Practice
What are no-shows costing your practice?
Enter your numbers. Broomfield Family Practice cut no-shows by 42%. The slider lets you test a more conservative estimate.
Estimate only. Uses your inputs and the reduction you set; it doesn’t include staff time saved on reminder calls.
Questions practice managers ask
Yes. Apptoto is HIPAA compliant and will sign a Business Associate Agreement. You can configure booking confirmation, reminder messages, and follow-ups to exclude protected health information. Broomfield Family Practice has used it in a family medicine setting since 2017.
It varies by specialty and setup. Broomfield Family Practice, a 140-patient-a-day family practice, cut no-shows by 42% within three months using two voice calls and one text per appointment.
Yes. Apptoto connects to most EHR and practice management systems in multiple ways: a direct connection to the system’s SQL database, an automated CSV or XML export that Apptoto imports on a schedule, or the Apptoto API for systems that support it. If your EHR syncs to Google Calendar, Office 365, or Exchange, Apptoto can read that calendar directly with no export at all. See the full list of calendar, CRM, and practice management connections on our integrations page, or email support@apptoto.com with your system’s name and we’ll tell you which method fits.
